Our client, a European institution, is looking for an Administrative Assistant who speaks English fluently. This temporary contract starts as soon as possible.
Key accountabilities :
* Support the team in the day-to-day administration of the relevant processes and procedures to facilitate its well-functioning.
* Prepare/finalise letters and other documents and organise appropriate approvals and signatures.
* Provide administrative and secretarial assistance in the preparation of presentations and other relevant documents in accordance with the standard for the different types of documents (work on Canva, proofreading and translation, typesetting, creation of fiches and booklets), take notes in meetings.
* Follow-up of key deadlines for the Division activities, including missions and events.
* Manage updating of databases, (GED for general documents & activities; TMS for artwork move updates, extracting reports, adding new items, etc.).
* Assist in the preparation for various events, welcoming and guiding the guests (e.g. organising meetings, visits to the art storage, lunches, presentations, restitutions of artwork with the staff of art VIPs, guided tours, travels).
* Manage telephone coverage, mail/ document distribution and dispatch, diary scheduling.
Support administrative processes in budget delivery for the Team :
* Procurement: collect, check and handle purchasing requests manually and through PeopleSoft Financial.
* Timely payment of invoices, IDs creation.
* Payment of invoices and their correct imputation are timely.
* Monitoring and reporting on backlogs (e.g. pending purchase orders and invoices, pending travel authorisations and expenses reports.
* Follow up on contract creation, clauses and signature.
* Ensure good team spirit within the team in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.
Qualifications :
* Secondary level education, ideally complemented with a 2-year certificate in a relevant field (e.g. secretarial studies, business administration).
* At least 3 years of relevant professional experience as an Administrative Assistant.
* Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint), Canva and, ideally, TMS Gallery Systems, Paperless Post.
* Knowledge and experience in the use of electronic filing systems
* Excellent knowledge of written and spoken English; knowledge of other European languages would be an advantage.